Company Onboarding

Role: Company Admin
Portal: Actnation company portal
Prerequisites: You can sign in and your company has not yet completed onboarding.

Overview

The navigation buttons stay at the bottom of the screen while the current step scrolls above them. On mobile, steps with an extra action use compact buttons in a single row.

Onboarding is a guided setup wizard: Company Details → Giving Mode → Employee Setup → Finance System Connection → Mastercard Payment Setup → Charitable Causes → Review & Complete.

Most companies can skip Employee Setup, Finance System Connection, and Charitable Causes and finish them later. Payroll Giving only is the exception: Employee Setup is required and is complete only when payroll is connected or a payroll connection request is pending. You can go back to any completed step before you finish.

If an Actnation admin invited your company

Some companies don't start onboarding themselves — an Actnation platform admin creates the company record ahead of time and invites your admin contact by email instead. If that's how you got here:

1. Sign in using the link in the invitation email.
2. If the platform admin selected Payroll + Corporate Giving or Corporate Giving only, you land on the short, one-page setup. Your company name, giving mode, and contribution model are already filled in.
3. Complete the remaining giving-mode settings and charitable-cause restrictions, then click Complete Setup. Employee Setup, Finance System Connection, and Mastercard Payment Setup can be completed later from Company → Settings.

Didn't receive the invitation, or need it resent? Contact your Actnation account manager — a platform admin can resend it.

The rest of this page covers the standard self-registration wizard.

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Step 1 — Company Details

1. On the Welcome screen, review the step list on the left, then click Continue.
2. Search for your company by name or CVR number and select the correct result.
3. Enter a Display Name — this is what employees and NGOs see. It can be your trading name rather than your full legal name.
4. Enter your Contact email address — used for onboarding communications, and for invoices if you don't set a separate billing email.
5. Optionally enter a Billing / Finance email — if set, invoices are sent here instead of the contact email. Leave it blank to keep using the contact email for invoices.
6. Click Save & Continue.

Company not found? Double-check your CVR number (must be exactly 8 digits) and try again with your full legal name.

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Step 2 — Giving Mode

Choose how your company funds employee giving. Each giving mode is shown as a card with an icon, title, and description — in two columns, or one column on mobile. Select a card to open that mode's settings.

At https://organization.actnation.io/onboarding, the top-level cards are:

Card	Use it when
Payroll + Corporate Giving	The company contributes a budget and employees can also donate through payroll.
Payroll Giving only	Employees fund all donations through salary deduction.
Corporate Giving only	The company funds donations through voting periods.
Individual Gifting Only	The company only gives milestone and recognition gifts to individual employees.

After you choose a card, fill in its settings (see the section for that mode below) and click Save & Continue. To pick a different mode, use the breadcrumb at the top of the settings, or See other options next to Back in the footer.

Not sure about budget amounts yet? Save provisional values — you can update them later in Settings before your first voting period starts.

Payroll + Corporate Giving

1. Select the Payroll + Corporate Giving card.
2. Choose a contribution model:
   • Fixed Yearly Contribution sets a total annual company budget (minimum 5,000 DKK) shared across active employees.
   • Employee Monthly Limit sets a monthly company-funded giving limit for each employee.
3. Set the budget for the model you chose.
4. Optionally enable Personal Wallet, so employees can donate through payroll alongside the company-funded budget.

Corporate Giving only

1. Select the Corporate Giving only card.
2. Set:
   • Annual Budget — your total company donation pool per year (in DKK, minimum 5,000 DKK).
   • Voting Periods Per Year — how many giving windows you run annually: Monthly (12), Quarterly (4), Half-yearly (2) or Yearly (1).
   • Financial Year Reset Date — when the annual budget resets.
   • First Voting Period Start Date — when your first period begins.
   • Voting Period Length — how many days employees have to vote in each period (2–14 days).
   • Max Votes Per Employee — how many campaigns each employee can vote for per period (1, 2, or 3).

Payroll Giving only

Select Payroll Giving only when all donations should be funded by employee salary deductions. No contribution-model, budget, top-up, or Personal Wallet controls are shown, and there is no company budget or employee monthly balance.

Before finishing onboarding, either connect the payroll system or use Request Connection to submit the payroll contact's email. A company with no employees can still finish once this payroll requirement is met. See Giving Mode Configuration for details.

Individual Gifting Only

Choose Individual Gifting Only to fund employee milestone and recognition gifts. No annual donation budget, company voting schedule, contribution model, or wallet settings are required.

1. Select the card to open the gift settings immediately within the Giving Mode step. The breadcrumb shows Giving Mode → Individual Gifting Only on desktop and mobile. Select Giving Mode to return to the mode cards; reopening Individual Gifting Only keeps your unsaved trigger settings during the current session.
2. Configure Birthday and Onboarding gifts. Birthday gifts can include an optional higher amount for milestone birthdays. You may leave both gift types disabled and continue.
3. Select Next to save the mode and both trigger settings together. The onboarding step list stays unchanged. Once saved, refreshing does not require you to complete Giving Mode again, and you can reopen the step to edit the optional settings. Disabling a trigger during onboarding does not show a cancellation confirmation. Returning from a payroll connection opens Employee Setup.

How these gifts work:

• Automatic Birthday and Onboarding gifts stay open for 7 days, and employees can choose up to three causes per gift. You can also enable these triggers later in settings.
• Recognition gifts are always available after onboarding through Team Gifting / Create Gift in the Employee Directory, independently of the triggers. Their dates are chosen by the admin. The yellow Recognition awards notice below the trigger cards explains this.
• Work Anniversary triggers are not configured in this step.
• Completing setup creates no company voting periods. Each completed gift is funded and invoiced separately.

Changing your mind:

• If you configure Birthday or Onboarding gifts and then choose another giving mode before completing onboarding, those automatic gift settings are removed when you finish. Existing gifts are not cancelled. This cleanup does not apply to companies that have already completed onboarding.
• After onboarding, you cannot switch into or out of Individual Gifting Only. Edit Birthday and Onboarding settings directly in Company → Settings → Giving Mode. There is no separate Employee Gifting tab in this mode.

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Step 3 — Employee Setup

Choose how your employees are added to Actnation:

Option A — Connect Zenegy (recommended for Zenegy payroll customers)

1. Select Payroll Connection.
2. If you manage the Zenegy account: click Connect and authorize Actnation.
3. If someone else manages payroll: click Request Connection, enter their email, and send the request. They receive an email to authorize the connection.

For Corporate Giving only, an information button in the top-right corner of the top-level Payroll Connection card explains how the integration is used. Open it by hovering, focusing and activating it with the keyboard, or tapping it. In Corporate Giving mode, Actnation does not access salary data or create payroll deductions; the payroll integration synchronizes employee information and employment changes to manage invitations and account status.

For Payroll Giving only, this step opens directly on Payroll Connection. CSV import, Entra ID, Skip, the employee-source chooser, and links back to that chooser are unavailable. Connect Zenegy or submit Request Connection; no other employee-setup state satisfies the step.

Option B — Upload a CSV file

1. Click Download Template to get the correct column format.
2. Fill in one row per employee: Full Name, Email, Department, Location, Start Date, Date of Birth.
3. Upload the completed file.
4. Review any row-level errors shown and correct the file if needed.
5. After uploading, a document card shows your file's name so you can verify the right file was selected — use its download button to retrieve the document again later. Uploading a new file replaces the current document.

Once onboarding is complete, you can also add employees one at a time from Company → Employees using the Add Employee button — handy for new hires who join after your initial import. This manual option is only available if you used CSV file import; it's hidden for Zenegy and Entra ID companies.

Option C — Microsoft Entra ID (Azure Active Directory)

1. Select Entra ID and follow the on-screen authorization steps.
2. Actnation connects to your Microsoft 365 directory and syncs employees automatically.

Want to do this later? Click Skip. This button only appears if you haven't started connecting a source yet. Onboarding continues without an employee source, and the same Zenegy / CSV / Entra ID options are still there if you revisit this step later — either later in onboarding or from Company → Settings → Employee Setup.

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Step 4 — Finance System Connection

This step connects Actnation to your e-conomic account so donation payments generate supplier invoices automatically.

1. Click Connect e-conomic if you manage the e-conomic account yourself, and authorize the connection.
2. If someone else manages it, click I don't have access, enter their email address, and submit. They receive a request to complete the connection.
3. Click Continue.

Want to do this later? Click Skip. You can connect e-conomic at any time from Company → Settings → Finance System.

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Step 5 — Mastercard Payment Setup

This step enables automated bank transfers to NGOs after each voting period.

1. Enter your authorized signatory's details: full name, email address, phone number (with country code, e.g., +4512345678), and CVR number.
2. Click Submit.
3. Your signatory receives an email — they need to complete an authorization step before payment processing can start.

Want to do this later? Click Skip for now. You can return to this from Company → Settings at any time. Note that payments cannot be processed automatically until this setup is complete.

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Step 6 — Charitable Causes

By default, your employees can see and support every campaign on Actnation. Use this step to restrict specific campaigns your company doesn't want to support.

1. Search or scroll the list of campaigns, shown with their NGO.
2. Uncheck any campaign you want to restrict — unchecked campaigns are hidden from your employees.
3. Click Continue.

Want to do this later? Click Skip — this leaves every campaign unrestricted (visible to employees). You can restrict or re-allow specific campaigns at any time from Company → Settings → Restrictions.

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Step 7 — Review & Complete

1. Review all sections on the summary screen.
   • For Payroll Giving only, the summary shows the selected mode and payroll status without contribution-model, budget, top-up, or Personal Wallet lines.
2. Click on any section in the step list to go back and make corrections.
3. When everything looks right, click Complete Setup.
4. If you are prompted to notify employees, use Preview Email to review the message in an in-page preview before sending it.
5. You are taken to your company dashboard — your company is now live on Actnation.

What happens next

If you choose to notify employees when completing setup, employees at a Payroll Giving only company receive a message explaining that donations are funded through their Payroll wallet by salary deduction. Giving is voluntary. The same message is used if you notify employees later from the existing employee notification action; it reflects the company's giving mode when you send it. The message uses the employee's account language when available and English otherwise.

Timeline	What Actnation does automatically
Within minutes	Your employees appear in the Employees section.
When a voting period starts	Employees automatically receive invitation emails with a unique voting link.
When a period closes	Donation allocations are calculated and payment files are queued.
5th of each month	NGOs receive a monthly donation summary email.

Troubleshooting onboarding

Problem	What to do
The Complete Setup button is greyed out	One or more required steps are incomplete. Check the step list for any unfinished items.
Your company was not found in the search	Verify your CVR number is exactly 8 digits and try searching by your legal registered name.
The wrong company was selected	Return to the Company Details step and re-select before finishing.
Data looks incorrect after completing	Open Company → Settings and update the relevant section directly.

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